Why do some names appear with a bubble in a Contact List column and other names do not

Options

I have a sheet with a Contact List column type called Task Owner. I also have Summary fields set up that are Contact List types. The Task Owner fields are formulas to pull from one or more of the Summary fields.

Example: Row 1 has a Task Name, Task Owner, Status, % Complete, Start Date, End Date, etc.

The Task Owner field for Row 1 =[Security Analyst 1]# ; where Security Analyst 1 is a Summary Sheet field that is a Contact List. When I select a Contact Name in the Security Analyst 1 field, it will populate the Task Owner on Row 1, but it just lists the contact's name and does not show the bubble with the contact's initials. (Seems like it is not recognizing it as a contact with an associated email address). Sometimes it works and other times it does not. See attached. It works for Troy but not for Stacey.

Note: Stacey is a licensed user within our company's enterprise org structure and troy is not.

This is hindering the ability for Stacey to see their assigned tasks when we create a report that filters on Current User. Stacey does not see anything, but Troy does.


Answers

  • Genevieve P.
    Options

    Hey @K Miller

    Can I double check that the Security Analyst 1 field is properly set up as a Contact type of field?


    I have to admit I haven't tested pulling contacts in from individual contact Summary fields like this.

    Personally, I would suggest using an Assign People workflow instead, as you know that will constantly input a contact type of value: Assign People in an Automated Workflow

    Cheers,

    Genevieve

    Join us at Smartsheet ENGAGE 2024 🎉
    October 8 - 10, Seattle, WA | Register now

  • K Miller
    K Miller ✭✭✭✭
    Options

    Yes, the summary field is a contact type field. We have it set this way as we have a template set up to pull the task owner from the appropriate summary field. So for each new project, we just plug in the names in the summary fields and all of the tasks auto-populate the Task Owner.

  • Genevieve P.
    Options

    Hey @K Miller

    Thanks for confirming! Can you post two screen captures, one showing Stacey being selected in the field and what that looks like (but blocking the email), and one showing a manual selection of Stacey in the column?

    Like so:

    And:


    Join us at Smartsheet ENGAGE 2024 🎉
    October 8 - 10, Seattle, WA | Register now

  • Genevieve P.
    Options

    Hey @K Miller

    I'm unable to replicate what you're seeing - as long as the contact is selected properly in the Summary Field (as yours is), and the column type in the grid of the sheet is also a Contact column, the value should pull through to be a contact in the grid as well.

    The only thing I can think to try is to re-select the values in your Summary Fields to make sure they're being selected from the dropdown instead of typed in.

    If that hasn't worked, please reach out to Support with a screen recording of exactly what you're seeing, identifying the contact/emails that aren't being pulled in properly.

    Cheers,

    Genevieve

    Join us at Smartsheet ENGAGE 2024 🎉
    October 8 - 10, Seattle, WA | Register now